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Division Administrative Assistant

3 months ago

Santa Ana, United States Rancho Santiago Community College District Full time

**Division Administrative Assistant**

**Rancho Santiago Community College District**

**Salary Range**: Grade 13: $65,294.03 - $83,396.34/year

**Job Type**: Full Time

**Job Number**: CL24-00962

**Location**: Santa Ana, CA

**Division**: Santa Ana School of Continuing Education

**Closing**: 7/8/2024 5:00 PM Pacific

**CLASS SUMMARY**

Performs a variety of technical and administrative support duties for an academic division. Coordinates and performs administrative projects within the division. Coordinates information, work flow and support activities for the division and related assigned functions, projects, and programs. The Division Admin Assistant oversees and participates in office operations including student transactions, monitoring faculty assignments and loads, and monitoring division budgets. The Division Admin Assistant may also assist in curriculum processes, and the development of schedules and sequences required in reporting and other activities.***
**REPRESENTATIVE DUTIES**
- Organizes, balances, and prioritizes administrative duties for the academic division and administrator, anticipating business and academic calendars and cycles; assessing available staffing and recommending additions or adjustments; Establishes and tracks timelines for projects, activities, and required submissions.
- Provides administrative support to special processes for departmental, curriculum, and other instructional committees. Prepares forms, revisions, and documents to support proceedings.
- Conveys policies and procedures, referring difficult or sensitive matters to the appropriate administrator.
- Receives, handles, and stores confidential information pertaining to the College or assigned division. Maintains confidentiality of private and sensitive information.
- Under direction assists in the creation, production and maintenance of the academic class schedule. Coordinates and participates in compiling information requests on behalf of other organizational units, responsible for the class schedule production process.
- Explains policy and procedures to students (prerequisite, petition, registration, holds, add/drop, grade posting). Fields and advises student inquiries related to grade grievances, academic petitions, prerequisite challenges, late registration and independent study contracts. Communicates with faculty related to syllabus, textbook and office hours.
- Creates, verifies, edits, and distributes faculty load records, including overload assignments. Monitors, records, and reviews adjunct faculty load records with the administrator for approval and compliance with work limits.
- Assists the Dean with monitoring monitor class enrollment, recommending necessary additions or cancellations, and entering any revisions into the database. Processes changes to master class schedules. Notifies students and impacted units of schedule changes.
- Tracks submittal of syllabi for all faculty within their division.
- Provides support to faculty and staff performance evaluation processes. Assist in coordinating and scheduling meetings and observations. Tracks and monitors for completion, and compliance within contract guidelines. Provides clarification to faculty evaluators regarding forms, deadlines, etc.
- May prepare board agenda items, agreements, and contracts for services and facilities used by and/or provided by the division. Processes contract documents for outside vendors and sets up internal routines for monitoring performance.
- Provide administrative support to special processes such as, but not limited to curriculum and education requirements committees, advisory boards, and special interest group meetings. Prepares forms, revisions, and documents to support proceedings.
- Performs special projects as assigned. Under direction conducts research of business transactions,official proceedings, employee and student records, industry statistics, and trends, etc., to compile reports for administration or to regulatory or governing agencies.
- Takes and transcribes minutes. Produce a variety of materials such as letters, memoranda, reports, and statistical data. Maintains records and assists in preparing divisional reports by gathering and summarizing information from a variety of sources and posting and maintaining appropriate portal sites.
- Schedules appointments and arranges meetings for their supervising administrator and department chairs. Prepares schedules and informs participants, confirming dates and times.
- Initiates all Status Change Forms (SCFs). This includes but not limited to new hires, assignment changes, special faculty assignments and substitute assignments.
- Records and processes payroll information for faculty, staff, and student or short-term help, including information for stipends, overload, and other compensable elements.
- Maintains budgets and transaction records, including those for special projects and funds. This includes consultation and advisement for program units with comp